Visit Carlton Tourism Committee Minutes

OCTOBER 4, 2017, 3:00 PM City Hall, 191 East Main Street

1. CALL MEETING TO ORDER & ROLL CALL

Chair Kathy Rich called the meeting to order at 3:04 PM. No changes were made to the agenda. New member, Christine Andrus, was welcomed to the committee.

Members Present: Kathy Rich, Chair Roselyn Mostafa Christine Andrus

Members Absent: Carrie Simonson

Staff Present: Chad Olsen, City Manager

Kathie Oriet, Vice-Chair Julie Rabung, Secretary Shirley Ward-Mullen, City Councilor (3:11 PM)

Jennifer Nelson, City Recorder

Others Present: Brian Richardson (Vinbound Marketing)

2. AGENDA ITEMS 1} Approval of Minutes -September 6, 2017 3:04 PM

MOTION: Oriet/Rabung to approve the Visit Carlton Tourism Committee minutes from September 6, 2017, as submitted. Motion carried (5 Yes/O No/2 Absent [Simonson, Ward-Mullen]/O Abstain) .

2} Tourism Fund Financial Reports 3:05 PM City Manager Chad Olsen reviewed the September financial report (see official agenda packet for full report) .

3} Visit Carlton Social Media Campaign - Brian Richardson, Vinbound Marketing 3:07 PM Brian Richardson presented the social media reports from September (see agenda packet for full report) .

4) Fall/Winter Promotional Campaigns - General Discussion & Updates 3:12 PM

• Travel Oregon Small Grant -Rich submitted a grant application for reimbursement of work done to repair the historic Ladd Fountain in the Upper Park.

• Welcome Banner for Visitors Olsen reported the Oregon Department of Transportation (ODOT) denied Visit Carlton's request to have a welcome banner up continually regularly in between annual events. Other options were discussed to consider like flag banners or stand up signs on poles. It was also suggested to combine efforts with the Carlton Business Association (CBA) and Yamhill County to have something to display and maybe rotate out for different seasons. Rich directed this discussion to be added to the next meeting agenda for discussion and brainstorming.

• Rack-card The committee reviewed the rack card proof provided to Kathy Rich (see official meeting record) and made suggestions for changes and additions for the final product. Christine Andrus mentioned the City of Carlton is not capitalizing on park and taste wine draw for this town as the "most walkable wine district in the State of Oregon" because there are no public parking signs downtown. Staff offered to look into current parking signage and options for the next meeting.

• Walking Historical Tour Project Rich and Richardson discussed their meeting with Ben Powers about an interactive feature on the website to allow people to look at historic photos and informational pop-ups around town. More details are to come.

City of Carlton - Visit Carlton Tourism Committee Minutes - October 4, 2017 Page 1 of2

• Halloween Events

Discussions followed for final details regarding Halloween activities and timeframes for Saturday, October 28. $25 gift certificates will be purchased for the winners for the scarecrow contest for "Most Creative/Unique" and "Best Representation of Carlton". Olsen offered to send out individual emails to businesses regarding the challenge with a deadline of October 20. Judging will occur on October 27.

Visit Carlton was asked to commit to funding the purchase of some candy from the CBA. Richardson will need details to create a Facebook event and add to the calendar on the website. Participants in the pumpkin carving contest will bring pre-carved pumpkins to the Depot prior to the costume parade which will start at 4:30 pm. Children will walk around the block collecting candy from businesses downtown and return to the Depot. Pumpkin judging will occur during the parade. There was a request from the community to rename the little Spooks Parade to the Ghost & Goblin Parade.

Rich will work with Simonson this week to create a flyer and push out details for the times, events, locations. Andrus will post a request on the I Love living in Carlton Facebook page for hay bales to place in the city parking lot behind Farmers' Plate and Pantry for businesses to use to construct their scarecrows.

Discussions followed briefly regarding the upcoming Northwest Food and Wine Festival on November 11. Rabung reported she has not heard from the Christmas in Carlton subcommittee. The CBA will conduct a SK fun walk/run under the umbrella of Christmas in Carlton and discussions followed about distributing the leftover Christmas figures, offering promotional coupons to encourage people to stay over after the Christmas in Carlton events, and the tree lighting event with caroling. A shop local event will be held during the month of December with businesses offering discounts and cocoa and staying open later to encourage others to buy from their neighbors. They can coordinate this to occur the same day as the tree lighting. Caroling can start at 3pm for the shopping and again at 6pm for the tree lighting. Santa may also be around town the same day if Ken Wright Cellars are doing their Christmas events during the day. Mostafa offered to coordinate with the schools to find students for caroling. Businesses can stay open until 7pm. Rich suggested discussing an overnight stay promotion associated with the Christmas in Carlton event at the next meeting.

3. NOVEMBER 1, 2017 AGENDA ITEMS

4. ADJOURNMENT

The meeting adjourned at 4:08 PM .

APPROVED by the Visit Carlton Tourism Committee on this pt day of November, 201

ATIEST:

City of Carlton - Visit Carlton Tourism Committee Minutes - October 4, 2017 Page 2 of2